Materials in Prism are items that can be charged on work orders, preventative maintenance tasks, and inspections. This guide will walk you through the process of creating and editing materials.
How to Create a Material:
- Navigate to the Accounting Module in Prism
- Select "Materials" from the menu
- Click the "+ Create Material" button
Entering Material Details:
- Name: Enter a clear, descriptive name
- Category: Select or create a category for organization
- Cost: Input the cost of the material
- Manufacturer: Add manufacturer details if applicable
- Inventory Number: Include for internal tracking
- SKU: Add if used for ordering or inventory management
- Markup: Set a percentage or fixed amount markup
- Charge Code: Assign the appropriate accounting charge code
- Taxable: Toggle on/off depending on the material's tax status
- Property Visible: Control which properties can access this material
- Click "Save" to create the material
How to Edit a Material:
- Navigate to the Accounting Module in Prism
- Select "Materials" from the menu
- Locate the material you wish to edit and click on it
- Make the necessary changes
- Click "Save" to update the material
Important Notes:
Import/Export Considerations: Materials can be exported for bulk editing or imported for mass updates. Ensure your import file matches the required format to avoid errors.
How It Works: Materials set up in this module will be available for selection when adding charges to work orders, preventive maintenance tasks, and inspections. The system will apply the configured settings (markup, tax status, charge code) when the material is used.
Common Use Cases:
- Setting up frequently used supplies and parts
- Updating costs or markups across multiple materials
- Managing property-specific inventories
Permission Considerations: Users need the "Can Manage Materials" permission to create or edit materials.
Notification Considerations: There are no automatic notifications for material changes. Consider implementing a process to inform relevant team members of significant updates.
Multi-PMO vs Single PMO: Materials can be set up at the account level and made visible to specific properties, allowing for both centralized and decentralized management in multi-PMO setups.
Troubleshooting and FAQs:
Q: Why can't I see a material on a specific property?
A: Check if the "Property Visible" setting is enabled for that property.
Q: How do I update the cost of a material across all properties?
A: Edit the material at the account level, and the change will apply to all properties where it's visible.
Q: Can I have different markups for the same material on different properties?
A: Currently, markup is set at the material level and applies to all properties. Consider creating separate materials for significant variations.
Q: Why isn't the tax being applied to a material charge?
A: Check the taxable status of the material, the issue type, and the tenant company. If any of these are set to non-taxable, the charge will not be taxed.
For further assistance, please contact Prism support.